Workflow Management

What is workflow management?

Workflow management is the process of defining and managing a sequence of events that need to occur to fulfill an organizational goal. A workflow refers to the specific actions that will accomplish a business task. With workflow management, companies can streamline day-to-day tasks and easily organize information.

Companies use workflow management software to integrate and automate workflow elements. Workflow management tools offer businesses the ability to create workflows, manage dependencies, build forms, send alerts and notifications, and create a hub for communication and collaboration.

Types of workflows

There are four types of workflows that companies can utilize. Every workflow can thrive, but each company may have different preferences. After determining which workflow works best for their resources, companies can better use workflow management practices to ensure success. 

1. Sequential is a workflow that follows a clear step-by-step plan. The steps occur one right after the other and continue moving forward. No step can begin unless the prior step is completed.
2. Parallel is a workflow in which multiple steps happen concurrently with other steps. For example, when onboarding a new employee, that new employee may be learning about insurance from human resources, security practices from IT, and branding techniques from the marketing department all at the same time. All steps of the process work in tandem without affecting each other.
3. State machine is a workflow that depends on how the flow is performing. This workflow can be changed as the project is ongoing. While there is a general step-by-step process, things can regress if necessary. 
4. Rules-driven is a workflow that can flow in multiple directions depending on the progress of tasks. For example, a step of the project may need to be approved by the CEO. If the CEO is available Thursday, then approval can be collected, and the project can move to the next step on Friday. If the CEO is unavailable, then time needs to be booked to proceed. While waiting, the team starts working on another element of the project that can be completed. This is because a rules-driven workflow was created to determine what tasks can be done depending on how external elements affect the overall flow. 

Elements of workflow management

Several elements combine to create a workflow. Companies should identify each element and its unique role in their specific organization in order to build a strong workflow management system.

• Steps. Every workflow begins with a goal. The steps toward that goal should initially be outlined to demonstrate exactly how the organization intends to meet expectations. 
• Stakeholders. Several people are involved in the workflow management process., including employees, managers, or external contributors. A person doesn’t need to be active during the entire workflow to be considered a stakeholder. As long as they contribute something at some point, they should be accounted for in the building process and management of the workflow. 
• Resources. After identifying the main people, it’s time to turn attention to duties. The necessary resources may include physical objects, like space, tools, and machinery, or intangible products, like time, software, and maintenance. Unless otherwise stated within the proposed workflow, companies should ensure that all resources are available before implementing a new workflow.
• Roles. Once everything is in place, companies can begin sharing tasks with those involved in the workflow. This includes carefully and effectively communicating each team member’s responsibilities, along with their role within the big picture. 
• Guidelines. The guidelines are the bulk of workflow process management They determine how the tasks are ordered and their contingencies on other tasks.
• Records. Companies won’t learn anything from a workflow if there isn’t a paper trail. Companies must monitor performance while documenting every step of the process.
• Results. With the records collected, companies should regularly analyze workflow results to identify areas of improvement.

Benefits of effective workflow management

Effective workflow management is a critical component of any organization. Businesses that manage their workflows well have greater efficiency, improved productivity, and stronger growth potential. Additional benefits are discussed below.

• Improved communication. The main goal of workflow management is to get everyone on the same page. When so much time is spent on organizing steps and sharing them effectively, companies can create an environment where communication is not only important but a priority.
• Employee autonomy. No one likes a helicopter boss. Workflow management gives employees the space to take ownership of their duties. An emphasis on good communication allows employees to know exactly what is expected of them and how their role contributes to the company’s success.
• Increased productivity.  When employees know what is expected of them, they have fewer questions. Confusion and miscommunication are significant proponents of timing delays within a workflow. Strengthening communication allows employees to work independently and confidently. 
• Less human error. Because most workflow management systems rely on automation technology, spending time implementing the right software greatly reduces the amount of human error that is possible during a workflow. 

Workflow management best practices

Workflow management doesn’t just happen. Companies have to diligently organize their processes to make workflow management worthwhile. Here are a couple of items businesses should contemplate as they refine their workflow.

• Expect the unexpected. When it comes to managing a workflow, backup plans should always be part of the equation. Supervisors must ensure everyone within the workflow is aware of plan B. 
• Adjust according to current needs. Even with a backup plan, companies may face decisions that need to be made in real time. Companies shouldn’t be afraid to adjust elements of the workflow if necessary, but they have to guarantee that all changes are communicated effectively.
• Spend time choosing the right tool. The best part of workflow management is that a multitude of software can aid in the process. Companies ought to spend ample time selecting the correct tool to best complement existing workflows or help implement new ones.

Workflow management vs. business process management vs. project management

Workflow, business process, and project management are all essential to the success of a business goal. Some companies may even use the terms interchangeably. However, these processes differ in their management, application, and overall objective.

Workflow management is a process for managing and automating business operations. It encompasses the process of organizing tasks, people, data, and information to achieve goals.

Business process management is the overall approach companies take to edit, monitor, analyze, and manage the functions that make up all components of their business.

Project management is the process and leading a team to complete predefined tasks and goals. More times than not, this is also under a specified time constraint. Some companies utilize project management software to create project plans, allocate resources, monitor expenses, update tasks, or track progress.

Workflow management and business process management don’t necessarily differ too greatly because workflow management is actually part of business process management. While business process management oversees all company activities and goals from a big picture perspective, workflow management begins to focus on the actual tasks that contribute to the end results. 

Workflow management and project management share some of the same components while also differing in many ways. Workflow management focuses on the development of workflows and collaborative project planning needed for multiple teams to collaborate toward a long-term goal. On the other hand, project management focuses primarily on overseeing the specific elements of short-term projects. Workflow management is concerned with organizing people and other resources, whereas project management only concentrates on completing individual tasks within a defined timeline using specific scope management techniques.

An effective workflow management system can be plugged into any project and work just as efficiently because it's a set-step method. A project management process must be flexible because tasks vary by project and no two projects are executed the same way.

Wondering how companies can take a more hands-off approach to workflow management? Learn more about workflow automation and how to implement it.